Two-Step Transfers: Process Activity

In the following activity, you will learn how to move stock items between warehouses by using a two-step transfer.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that you are a purchasing manager in the retail shop of the SweetLife Fruits & Jams company. You have ordered 50 pounds of apples directly from a supplier. When the apples were delivered to the warehouse of the retail shop, you realized that the warehouse has space only for 30 pounds of apples. To address this problem, you have decided to send 20 pounds of these apples to the wholesale warehouse. You will create all required documents in MYOB Advanced to register in the system these transactions.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

  • On the Enable/Disable Features (CS100000) form, the following features have been enabled:
    • Inventory and Order Management, which provides the standard functionality of inventory and order management
    • Inventory, which gives you the ability to maintain stock items by using forms related to the inventory functionality and to create and process sales and purchase documents that include stock items
    • Multiple Warehouses, which gives you the ability to have multiple warehouses in the system
    • Multiple Warehouse Locations, which gives you the ability to configure multiple locations for each warehouse
  • On the Warehouses (IN204000) form, the WHOLESALE and RETAIL warehouses and the MAIN location for each of these warehouses have been created.
  • On the Stock Items (IN202500) form, the APPLES stock item has been created.
  • On the Vendors (AP303000) form, the GLORYFRUIT vendor has been created.

Process Overview

In this activity, you will do the following:

  1. On the Purchase Orders (PO301000) form, process a purchase order and purchase receipt for items.
  2. On the Inventory Allocation Details (IN402000) form, make sure that the items are available in the source warehouse.
  3. On the Transfers (IN304000) form, create a transfer of the 2-Step type.
  4. On the Receipts (IN301000) form, create an inventory receipt.
  5. On the Inventory Allocation Details form, make sure that the items are available in the destination warehouse.

System Preparation

Before you start processing two-step transfers, you should do the following:

  1. Launch the MYOB Advanced website with the U100 dataset preloaded, and sign in as purchasing manager Regina Wiley by using the wiley username and the 123 password.
  2. On the Company and Branch Selection menu, in the top pane of the MYOB Advanced screen, make sure that the SweetLife Store branch is selected.

Step 1: Ordering and Receiving Items in a Source Warehouse

Before you can transfer apples from the RETAIL warehouse to the WHOLESALE warehouse, you need to process the purchasing documents. Do the following:

  1. As a preliminary action, on the Inventory Allocation Details (IN402000) form, do the following:
    1. In the Inventory ID box of the Summary area, select APPLES.
    2. In the Warehouse box, select RETAIL.
    3. Make a note of the initial value of the On Hand box in the Summary area. You will use it later to make sure that the quantity increases after receiving items in the warehouse.
  2. On the Purchase Orders (PO301000) form, add a new record.
  3. In the Vendor box of the Summary area, select GLORYFRUIT.
  4. In the Description box, type Order of 50 pounds of apples from Glory Fruit Case.
  5. On the Details tab, do the following:
    1. On the table toolbar, click Add Row.
    2. In the Branch column, select RETAIL.
    3. In the Inventory ID column, select APPLES.
    4. In the Warehouse box, select RETAIL.
    5. In the Order Qty. column, type 50.
  6. On the form toolbar, click Remove Hold. The system saves the purchase order with the Open status.
  7. On the form toolbar, click Enter PO Receipt. The system opens the Purchase Receipts (PO302000) form with the new purchase receipt. The purchase receipt has the data copied from the linked purchase order; it also has the Balanced status.
  8. In the Location column of the Details tab, make sure that MAIN is selected.
  9. On the form toolbar, click Release. Wait for the system to complete the operation. The system creates and releases the inventory receipt. On the Other tab, you can view the reference number of the created inventory receipt in the IN Ref Nbr. box; you can also click the reference number link to view the inventory receipt on the Receipts (IN301000) form. The system changes the status of the purchase receipt to Released.

You have processed the documents for ordering the apples from the vendor and receiving the apples to the retail warehouse.

Step 2: Reviewing the Availability of Items in the Source Warehouse

To make sure that the ordered apples have become available in the retail warehouse, do the following:

  1. Open the Inventory Allocation Details (IN402000) form.
  2. In the Inventory ID box of the Summary area, select APPLES.
  3. In the Warehouse box, select RETAIL.
  4. Make sure that the value in the On Hand box in the Summary area has increased by 50.

Step 3: Creating a Two-Step Transfer

Now you need to register the movement of 20 pounds of the purchased apples to the wholesale warehouse. To create a two-step transfer, do the following:

  1. On the Transfers (IN304000) form, add a new record.
  2. In the Transfer Type box of the Summary area, select 2-Step.
  3. In the Warehouse ID box, select RETAIL.
  4. In the To Warehouse ID box, select WHOLESALE.
  5. In the Description box, type Transfer of 20 pounds of apples from Retail to Wholesale.
  6. On the Details tab, do the following:
    1. On the table toolbar, click Add Row.
    2. In the Inventory ID column, select APPLES.
    3. In the Location box, select MAIN.
    4. In the Quantity column, type 20.
  7. On the form toolbar, click Release. The system releases the transfer and changes its status to Released.
  8. On the Inventory Allocation Details (IN402000) form, do the following:
    1. In the Inventory ID box of the Summary area, select APPLES.
    2. In the Warehouse box, clear the selected warehouse.
    3. On the Item Plans tab, make sure that a row with the In-Transit allocation type is displayed. This means that the apples have been issued from the RETAIL warehouse and have not been received in the WHOLESALE warehouse.

So far, you have processed the documents for registering movement of 20 pounds of apples from the retail warehouse. Now you will register their receipt in the wholesale warehouse.

Step 4: Creating an Inventory Receipt

Suppose that apples have been delivered to the wholesale warehouse. Before processing the document to record this receipt, you need to view the initial on-hand quantity of apples in the WHOLESALE warehouse so that you can later make sure that this quantity is increased by the transferred quantity. To review this quantity and create the receipt, do the following:

  1. On the Inventory Allocation Details (IN402000) form, do the following:
    1. In the Inventory ID box of the Summary area, select APPLES.
    2. In the Warehouse box, select WHOLESALE.
    3. Make a note of the initial value of the On Hand box.
  2. On the Receipts (IN301000) form, add a new record.
  3. In the Transfer Nbr. box of the Summary area, select the reference number of the two-step transfer that you created in the previous step. The system copies the line for the APPLES item from the selected transfer to the Details tab.
  4. On the Details tab, in the Location box of the only row, make sure that MAIN is selected (which is the location to which you will receive the items in the WHOLESALE warehouse).
  5. On the form toolbar, click Release. The system releases the receipt and adds the item quantity from the receipt to the on-hand quantity of the APPLES item in the WHOLESALE warehouse (which you will verify in the next step).

Step 5: Reviewing Availability of Items in the Destination Warehouse

To make sure that the moved quantity of apples is now available in the wholesale warehouse, do the following:

  1. Open the Inventory Allocation Details (IN402000) form.
  2. In the Inventory ID box of the Summary area, select APPLES.
  3. In the Warehouse box, select WHOLESALE.
  4. Make sure that the value in the On Hand box has increased by 20.
  5. In the Warehouse box, clear the selected warehouse.
  6. Notice that in the table on the Item Plans tab, the row with the In-Transit allocation type is no longer displayed. This means that the transfer that included the APPLES item has been released.

You have transferred apples from the retail warehouse to the wholesale warehouse.